Tagged: Travel-PCard-Expense

Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.   

Please be advised that the MS Teams link for Travel Office Hours has been updated. Participants should use the new link to attend future office hours (beginning October 2023). 

Travel Office Hours are held on the first Tuesday of every month from 10 - 11:30 a.m. Participants will review current travel updates (industry, system, policy or supplier information), observe demos of Workday travel processes and/or how to use travel suppliers for booking, and ask questions regarding guidance for policy/system issues.  

The Spend Authorization Roll-forward Journal was processed to roll-forward spend authorization encumbrances for FY24. In your FY24 Financials, these pre encumbrances will post on the journal source titled "Spend Authorization Roll Forward" for any non-expensed spend authorizations as of the June cut off with remaining encumbrances.

This year, a new central journal will be processed to roll-forward spend authorization encumbrances. A new journal source titled Spend Authorization Roll Forward* will be posting encumbrances for FY2024 in the amount of non-expensed spend authorizations with remaining encumbrances.

The new Expenses Hub is live within the Workday Menu options. The Expenses Hub is a central location for managing your expense-related tasks and transactions and will display transactions that require your attention. It is not intended to manage the Expense tasks and transactions that you have submitted on behalf of others as part of an administrative role.

The "Find Credit Cards – OSU" report is designed to provide departments and colleges with a listing of PCards by Cost Center and Cost Center Hierarchy Level 6. Cost Center and Cost Center Hierarchy Level 6 are assigned to each card by the PCard Office based on the Cost Center provided on the PCard Application or subsequent PCard Maintenance Forms. 

The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members. 

These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction. 

The PCard Office is now offering an additional training course titled, PCard Use and Responsibilities. This is a more comprehensive training option than the PCard Overview course offered at BuckeyeLearn.

The Travel Office is offering two open working sessions to assist with Year-End responsibilities to ensure Expense Reports are completed and Spend Authorizations are cancelled and/or closed by the end of the Fiscal Year (June 30, 2023). Check out the full Business and Finance Travel post for more details and links for joining each session.

The PCard Office is offering two open working sessions to assist with year-end responsibilities to ensure PCard transactions are processed with an approved Expense Report by the end of the fiscal year (June 30, 2023). Check out the full Business and Finance PCard post for more details and links for joining each session.